TracCloud: Recording Visits: Difference between revisions

Revision as of 15:58, 28 April 2023

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Recording Visits
Student Visits allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the Log Listing or Kiosk, used by staff and students respectively. Quick Visits can be used to create visits from scratch, and Batch Visits provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.

This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering Work Visits, for more information on those, take a look at our payroll tracking article.

Log Listings / Real-time visit tracking, by staff

The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If wait time is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits.

The Log Listing can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups.

Center Log Listing

When you create a new center, both a kiosk and a log listing will be made available by default, unless specifically disabled in the center OR if your system only allows custom kiosks to be used. Students who are logged in on these log listings will have their visits assigned to the selected center.

Custom Kiosks

In addition to the default center kiosks, you can also create custom kiosks, which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.

Log Listing for [Profile]

This option operates similarly to standard center kiosks/log listings, except it includes all centers that your permission group has access to. When logging a student in on this type of log listing, the first question you will be asked is what center you want to log the student into.

After you’ve reached the log listing page, you can view the students who are currently logged in. To log another student in, begin typing their ID, name, or scan their barcode into the box in the center of your screen.

After pressing enter or clicking on Log In / Out, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. Additionally, custom questions can be configured to appear here as well. If the student is logging in at the same time as their scheduled appointment, the subject/reason/consultant will be selected automatically to match that appointment.

The following page displays a welcome message as configured in your profile preferences, and can show any announcements that have been designated as "Show on KIOSK."

After completing the log process, the student will be added to the log list with any information they entered. The information visible here is determined by your profile preferences.

If your profile has been configured to track wait time, you will additionally see a icon on this page. This is used to manage the status of the visit, either "Waiting" or "Started." After you click on this icon and change the status to "Started: [Consultant]," the icon will change to . If this icon does not appear, you will need to add "Wait Status Button" in your profile preferences. Setting the status to "Concluded" would log the student out.

File:8618413.png

To log the student out, click the icon from the list or enter their ID/Name/Barcode in the center box again. After pressing enter or Log In / Out, you will see a confirmation prompt to confirm that you want to log the student out.

After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the attendance listing.

Kiosks / Real-time visit tracking, by students

The Kiosk is used by students to log themselves into or out of your center. This page generally operates similarly to the log listing, but with much stricter permissions and fewer visit management utilities, as we're expecting students to be interacting with this page directly.

Kiosks can be accessed by going to the Attendance tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups, just like the log listings.

Center Kiosk

When you create a new center, both a kiosk and a log listing will be made available by default, unless specifically disabled in the center OR if your system only allows custom kiosks to be used. Students who are logged in on these kiosks will have their visits assigned to the selected center.

Custom Kiosks

In addition to the default center kiosks, you can also create custom kiosks, which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.

Kiosk for [Profile]

This option operates similarly to standard center kiosks, except it includes all centers that your permission group has access to. When a student logs in on this type of kiosk, the first question they will be asked is what center they want to log into.

After you've opened a kiosk, you will notice that your navigation bar tools have disappeared, and you have been logged out. Depending on your single sign-on solution, you may be prompted to additionally open a new tab to end your SSO session. Follow the instructions on screen if this is the case.

The information shown on the kiosk is also significantly more restricted that the log listing. Our example below shows student names, but hiding all student information is also a common configuration.

A student can login by typing their ID/name, swiping their barcode, or by scanning the QR code in the center of the screen with their phone. After starting the login process, they will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. Additionally, custom questions can be configured to appear here as well. If the student is logging in at the same time as their scheduled appointment, the subject/reason/consultant will be selected automatically to match that appointment.

The following page displays a welcome message as configured in your profile preferences, and can show any announcements that have been designated as "Show on KIOSK."

In order for the student to logout, they would need to type their ID, swipe their barcode, or scan the QR code once again. After pressing enter or Log In / Out, they will see a confirmation prompt to confirm that they want to log out.

After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the attendance listing.

Quick Visits / Creating visits from scratch & post-visit tracking

Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to Attendance > Quick Visit, as well as a few other locations listed a little further down.

Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. Custom fields can be created and made visible here as well. You can even upload documents to these visit records after saving, or send "visit notes" emails.

In addition to the Quick Visit option under the Attendance menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.

From the Attendance Listing, you can find a "New Visit" button within the hamburger menu , and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.

Batch Visits / SI sessions, workshops, and bulk visit tracking

The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in Attendance > Batch Visits.

When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below.

File:4684830.png

Batch Entry
The best way to describe Batch Entry is that it's a faster version of Quick Visit. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.

Remember Notes

If this is checked, the notes field will not be cleared after you create each visit. This should be checked if you plan on reusing the same notes for each visit you're about to create.

Remember Student

If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in the Trac System.

As you save visits, they will be displayed at the bottom of the screen under Similar Visits.

SI Batch Entry

SI Batch Entry shows all students enrolled in the section that you selected, including wildcard selections (like BIO210*). When recording visits with a wildcard section chosen, a matching registration from each selected student's enrollments will automatically be used. Students are separated into two lists, students who have visited for the selected section before, and students who haven't. You can select students from both lists at the same time. After you create a visit for a student, they will be shown with a icon next to their name in the list.

File:6614519.png

Remember Notes

If checked, the notes you enter will not be cleared when creating the visits for your selection of students, allowing you to reuse the note for the next selection (if needed).

Batch Scan

Batch Scan allows you to create visits for many students at once based on a list of identifiers. ID, Email, Barcode, etc. For example, if you were recording attendance in a spreadsheet, you could copy your identifier column into "scanned data" to quickly create those visits in TracCloud.

Skip Duplicates

If checked, duplicate visits will not be created for students, even if they're present more than once in the list.

Scan Type

Use this to specify what the data you're scanning refers to. ID, barcode, etc.

The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon ). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.

@@ Line 5: / Line 5: @@
 {| style="width:100%; vertical-align:top; "
 <big><b>Recording Visits</b></big><br>
-Student Visits allow you to track when your students met with consultants. There are several options available for creating these visits, including real-time options like the log listing or kiosk, or post-meeting options such as quick or batch visits. This article will be going over the different options available and exactly how they work.
+Student [[TracCloudGuideListingsVisits|Visits]] allow you to record when your students met with consultants. There are several options available for creating these visits, including real-time options like the <b>Log Listing</b> or <b>Kiosk</b>, used by staff and students respectively. <b>Quick Visits</b> can be used to create visits from scratch, and <b>Batch Visits</b> provides several tools for recording visits in bulk. There are even automated options for online appointments or when a staff mark appointments as attended manually.<br><br>
+This article will be going over the different options available and how you can utilize them for your system. This portion of our guide will not be covering Work Visits, for more information on those, [[TracCloudGuideBasicsPayroll#6._Work_Visits_(If_Pay_Basis_is_Work_Time)|take a look at our payroll tracking article.]]
 <hr>
-==1. Logging the student in/out during the visit (Log Listing/KIOSK)==
+<!-------------------------------------------- LOG LISTING -------------------------------------------->
-When a student walks into your center, they can be logged in before or as they begin meeting with their consultant. This is performed via the Log Listing or a Kiosk.
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Log Listings</b> / Real-time visit tracking, by staff</big></div><div class="mw-collapsible mw-collapsed"><br><br>
+The Log Listing can be used by staff members to log students into or out of your center, or to review who is currently logged in with on-going visits. If [[TracCloudGuideProfilePrefsLogInOut|wait time]] is being tracked, this page would also be used to manage visit statuses and coordinate which consultants will be assigned to their visits.<br>
+The Log Listing can be accessed by going to the <b>Attendance</b> tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups.
+[[File:1947663.png|500px]]<br><br>
+::* <b>Center Log Listing</b>
+:::When you create a new [[TracCloudGuideProfileCenters|center]], both a kiosk and a log listing will be made available by default, unless specifically [[TracCloudGuideProfileCenters|disabled in the center]] OR if your system [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|only allows custom kiosks]] to be used. Students who are logged in on these log listings will have their visits assigned to the selected center.<br>
+::* <b>Custom Kiosks</b>
+:::In addition to the default center kiosks, you can also create [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|custom kiosks]], which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.<br>
+::* <b>Log Listing for [Profile]</b>
+:::This option operates similarly to standard center kiosks/log listings, except it includes all centers that your [[TracCloudGuideProfileGroups|permission group]] has access to. When logging a student in on this type of log listing, the first question you will be asked is what center you want to log the student into.<br><br>
+After you’ve reached the log listing page, you can view the students who are currently logged in. To log another student in, begin typing their ID, name, or scan their [[TracCloudGuideGlobalBarcode|barcode]] into the box in the center of your screen.<br>
+[[File:1670850.png|800px]]<br><br>
+After pressing enter or clicking on <b>Log In / Out</b>, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are [[TracCloudGuideProfilePrefsLogInOut|enabled in your profile]]. Additionally, [[TracCloudGuideGlobalCustom|custom questions]] can be configured to appear here as well. If the student is logging in at the same time as their [[TracCloudGuideListingsAppts|scheduled appointment]], the subject/reason/consultant will be selected automatically to match that appointment.<br>
+The following page displays a welcome message as configured in [[TracCloudGuideProfilePrefsLogEtc|your profile preferences]], and can show any [[TracCloudGuideGlobalAnnouncements|announcements]] that have been designated as "Show on KIOSK."<br>
+[[File:7276999.png|400px]] [[File:7131899.png|400px]]<br><br>
+After completing the log process, the student will be added to the log list with any information they entered. The information visible here is determined by your [[TracCloudGuideProfilePrefsLogInOut|profile preferences]].<br>
+[[File:9796344.png|700px]]<br><br>
+If your profile has been [[TracCloudGuideProfilePrefsLogInOut|configured to track wait time]], you will additionally see a <span style="color:red">{{#far:clock}}</span> icon on this page. This is used to manage the status of the visit, either "Waiting" or "Started." After you click on this icon and change the status to "Started: <i>[Consultant]</i>," the icon will change to <span style="color:green">{{#far:handshake}}</span>. If this icon does not appear, you will need to add "Wait Status Button" in your [[TracCloudGuideProfilePrefsLogListingCustom|profile preferences]]. Setting the status to "Concluded" would log the student out.<br>
+[[File:9462729.png|300px]] [[File:8618413.png|500px]]<br><br>
+To log the student out, click the {{#fas:right-from-bracket}} icon from the list or enter their ID/Name/Barcode in the center box again. After pressing enter or <b>Log In / Out</b>, you will see a confirmation prompt to confirm that you want to log the student out.
+[[File:4020146.png|400px]] [[File:6320239.png|400px]]<br><br>
+After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the [[TracCloudGuideListingsVisits|attendance listing.]]
+</div>
+<hr>
+<!-------------------------------------------- KIOSKS -------------------------------------------->
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Kiosks</b> / Real-time visit tracking, by students</big></div><div class="mw-collapsible mw-collapsed"><br><br>
+The Kiosk is used by students to log themselves into or out of your center. This page generally operates similarly to the log listing, but with much stricter permissions and fewer visit management utilities, as we're expecting students to be interacting with this page directly.<br>
+Kiosks can be accessed by going to the <b>Attendance</b> tab in your navigation bar, as seen in the screenshot below. The available choices are split up into 3 groups, just like the log listings.
+[[File:7815717.png|500px]]<br><br>
+::* <b>Center Kiosk</b>
+:::When you create a new [[TracCloudGuideProfileCenters|center]], both a kiosk and a log listing will be made available by default, unless specifically [[TracCloudGuideProfileCenters|disabled in the center]] OR if your system [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|only allows custom kiosks]] to be used. Students who are logged in on these kiosks will have their visits assigned to the selected center.<br>
+::* <b>Custom Kiosks</b>
+:::In addition to the default center kiosks, you can also create [[TracCloudGuideProfilePrefsLogEtc#Custom_KIOSK_Options|custom kiosks]], which are already linked to a specific center/consultant/reason/etc. These are frequently used for workshops or SI events, but they can be utilized for any visit tracking where a field needs to be predefined.<br>
+::* <b>Kiosk for [Profile]</b>
+:::This option operates similarly to standard center kiosks, except it includes all centers that your [[TracCloudGuideProfileGroups|permission group]] has access to. When a student logs in on this type of kiosk, the first question they will be asked is what center they want to log into.<br><br>
+After you've opened a kiosk, you will notice that your navigation bar tools have disappeared, and you have been logged out. Depending on your single sign-on solution, you may be prompted to additionally open a new tab to end your SSO session. Follow the instructions on screen if this is the case.<br>
+The information shown on the kiosk is also significantly more restricted that the log listing. Our example below shows student names, but [[TracCloudGuideProfilePrefsLogListingCustom|hiding all student information]] is also a common configuration.
+[[File:8763821.png|800px]]<br><br>
+A student can login by typing their ID/name, swiping their [[TracCloudGuideGlobalBarcode|barcode]], or by scanning the QR code in the center of the screen with their phone. After starting the login process, they will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are [[TracCloudGuideProfilePrefsLogInOut|enabled in your profile]]. Additionally, [[TracCloudGuideGlobalCustom|custom questions]] can be configured to appear here as well. If the student is logging in at the same time as their [[TracCloudGuideListingsAppts|scheduled appointment]], the subject/reason/consultant will be selected automatically to match that appointment.<br>
+The following page displays a welcome message as configured in [[TracCloudGuideProfilePrefsLogEtc|your profile preferences]], and can show any [[TracCloudGuideGlobalAnnouncements|announcements]] that have been designated as "Show on KIOSK."<br>
+[[File:7276999.png|400px]] [[File:7131899.png|400px]]<br><br>
+In order for the student to logout, they would need to type their ID, swipe their barcode, or scan the QR code once again. After pressing enter or <b>Log In / Out</b>, they will see a confirmation prompt to confirm that they want to log out.
+[[File:4020146.png|400px]] [[File:6320239.png|400px]]<br><br>
+After a visit has been concluded, it will be removed from the log listing and kiosk, and you will be able to find it in the student's history or on the [[TracCloudGuideListingsVisits|attendance listing.]]
+</div>
+<hr>
+<!-------------------------------------------- QUICK VISITS -------------------------------------------->
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Quick Visits</b> / Creating visits from scratch & post-visit tracking</big></div><div class="mw-collapsible mw-collapsed"><br><br>
+Quick Visits allow you to create visits from scratch. For example, if a student forgot to login, or a login station wasn’t available at the time. Maybe even if you wanted to record a phone call or email conversation with the student as attendance in your system. This utility can be found by going to <i>Attendance > Quick Visit</i>, as well as a few other locations listed a little further down.<br>
+[[File:8531221.png|500px]]
 <br><br>
-The primary difference between the two is permissions, the Log Listing View is accessible by staff, allowing them to quickly see who’s logged in, as well as log students in/out as needed. The Kiosk view on the other hand—which is accessed from the same Attendance tab—will log the staff member out of their normal account and put them in a restricted view where only the kiosk is accessible. This is useful to have available on a student-facing computer, where students are logging themselves in/out. This ensures they don’t have access to any other TracCloud features.
+Choosing this option will open a new visit form, allowing you to enter all visit information from scratch. Select your student, consultant, reason, time, and so on. [[TracCloudGuideGlobalCustom|Custom fields]] can be created and made visible here as well. You can even upload [[TracCloudGuideGlobalDocs|documents]] to these visit records after saving, or send [[TracCloudGuideProfilePrefsEmails|"visit notes" emails]].
-<br><br>
-To reach either of these views, go to <i>Attendance > Log Listing/KIOSK for [Profile] / [Center]</i> menu. In the example below, I'm choosing the <i>Learning Center</i> within the <i>TutorTrac profile</i>.
 <br>
-[[File:9964550.png|500px]]
+[[File:9150235.png|800px]]<br><br>
-<br><br>
-After you’ve reached the log listing page, you can see the students who are currently logged in. To log another student in, begin typing their ID, name, or scan their barcode into the box in the center of your screen.
+In addition to the <i>Quick Visit</i> option under the <i>Attendance</i> menu, you can also create quick visits from a couple other locations. These all operate the same way, but may be easier to access depending on where you are in the system.<br>
-<br>
-[[File:6893532.png|800px]]
+From the [[TracCloudGuideListingsVisits|Attendance Listing]], you can find a "New Visit" button within the hamburger menu {{#fas:bars}}, and from student records you can find "Create Visit" as the very first option under the "Actions" menu. The latter option will even automatically select the student in the new visit that you create.<br>
-<br><br>
-After pressing enter, you will be prompted to choose a consultant, subject, and/or reason for the visit depending on which fields are enabled in your profile. [[TracCloudGuideGlobalCustom|Custom questions]] can also be configured to appear here, which will be covered in a later article.
+[[File:1446077.png|700px]]
-<br>
-[[File:9134099.png|500px]]<br>
+</div>
-[[File:7748242.png|500px]]<br><br>
+<hr>
-To log the student out, simply enter their ID/Name/Barcode in the Log Listing box again, and click “Log Out of [Center].”
+<!-------------------------------------------- BATCH VISITS -------------------------------------------->
-<br>
+<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Batch Visits</b> / SI sessions, workshops, and bulk visit tracking</big></div><div class="mw-collapsible mw-collapsed"><br><br>
-[[File:1446611.png|500px]]<br><br>
+The Batch Visit utility is a collection of other visit tracking tools. Some of the most common use cases for these are SI sessions and workshops, but that's not a strict requirement. The visits created here are the same as the visits created from the options above, so you can use these in any scenario where you might find them useful. Batch Visits can be found in <i>Attendance > Batch Visits</i>. <br>
-There are several options available to further utilize the Log Listing and Kiosk views, including a touchless QR-code mode for students, and the ability to customize exactly how students appear while logged in. For more information on these options, take a look at our [[TracCloudGuideProfilePrefsLogInOut|Log Listing articles in the Profile Prefs portion of our guide.]]
+[[File:6080594.png|400px]]<br><br>
+When you begin creating a Batch Visit, you will be asked to choose a center. After making your selection, you will be brought to the following screen. Fill out the visit information that you want to record for your students, then choose what batch visit tracking option works best for you, detailed below.<br>
+[[File:4684830.png|800px]]
 <hr>
-==2. Creating Quick Visits==
+<b><big>Batch Entry</b></big><br>
-Quick Visits allow you to create visits after the fact, maybe a student forgot to login, or a login station wasn’t available at the time, or even if you wanted to record a phone call or email conversation. This Option can be found by going to Attendance > Quick Visit.
+The best way to describe Batch Entry is that it's a faster version of <i>Quick Visit</i>. Keeping the visit information entered at the top of your screen, you can repeatedly select new students, enter new notes as needed, and create their visits one after another without having to reenter the time, consultant, reason, etc.<br>
-<br>
-[[File:1684293.png|600px]]
+[[File:8932970.png|800px]]<br><br>
-<br><br>
-Once you’ve reached the Quick Visit entry window, you can fill out some basic information about the visit. Select your student, consultant, reason, time, and so on. We even have a couple custom fields configured in the screenshot below, <i>Comments for Students</i>, <i>Staff Comments</i>, and <i>Tutor Points of Discussion</i>. These fields are completely customizable, [[TracCloudGuideGlobalCustom|details on configuring these can be found here]].
+* <b>Remember Notes</b>
-<br>
+::If this is checked, the notes field will not be cleared after you create each visit. This should be checked if you plan on reusing the same notes for each visit you're about to create.<br><br>
-[[File:5046057.png|800px]]
+* <b>Remember Student</b>
+::If this is checked, the student field will not be cleared after you create the visit. This is almost always used when recording visits to a generic student account, such as for prospective students who don't yet exist in the Trac System.
+As you save visits, they will be displayed at the bottom of the screen under <b>Similar Visits</b>.
 <hr>
-==3. Creating Batch Visits==
+<b><big>SI Batch Entry</big></b><br>
-Batch Visits can be thought of as a bulk version of Quick Visits, allowing you to create visits for many students at once. This feature can be found in <i>Attendance > Batch Visits</i>.
-<br><br>
+SI Batch Entry shows all students enrolled in the section that you selected, including wildcard selections (like BIO210*). When recording visits with a wildcard section chosen, a matching registration from each selected student's enrollments will automatically be used. Students are separated into two lists, students who have visited for the selected section before, and students who haven't. You can select students from both lists at the same time. After you create a visit for a student, they will be shown with a {{#fas:calendar-check}} icon next to their name in the list.<br>
-When you begin creating a Batch Visit, you will be asked to choose a center. After selecting your center, you’ll be brought to the following screen. The visit information we've entered at the top of the page, where you’ll also see a Batch Code option. Scanning the provided Batch QR Code will bring staff or students to an ID entry screen, where students can log themselves in or staff can enter student IDs as needed, with the visit information being automatically recorded.
-<br>
-[[File:2595737.png|800px]]
-<br><br>
-We have three primary options for submitting batch visits, each serving a different use-case.
-<br><br>
-<b><big>Batch Entry</big></b>
-<br>
-Batch Entry allows you to enter basic visit information once (time, tutor, subject), then you can create visits and write notes for one student at a time.
-If “Remember Notes” is checked, the visit notes you entered for the previous student will be saved for the next. This way you can easily use the same or similar notes for each student.
+[[File:6614519.png|800px]]<br><br>
-<br>
-[[File:6310044.png|800px]]
-<br><br>
-<b><big>SI Batch Entry</big></b>
-<br>
-SI Batch Entry provides a list of students enrolled in the course you selected. You can simply highlight the students you want to create the new visit for by clicking on their names. Data is filtered by Students with or without previous visits.
-<br>
-[[File:3860471.png|800px]]
-<br><br>
-<b><big>Batch Scan</big></b>
-<br>
-Batch Scan allows you to create visits for many students at once from a text file. Simply copy/paste the contents of the file into the “Scanned Data” field, set the Scan Type to ID, Sequence, Email, or Other ID, and type in any notes you want to leave. A visit record will be created for each student in the file.
-The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.
+* <b>Remember Notes</b>
-<br>
+::If checked, the notes you enter will not be cleared when creating the visits for your selection of students, allowing you to reuse the note for the next selection (if needed).
-[[File:6232154.png|800px]]
 <hr>
-==4. Mark Appointments as Attended==
+<b><big>Batch Scan</big></b><br>
-You can create a visit record by simply marking an existing appointment as “Attended.” If a student logs in for a visit during the appointment time, the appointment will be automatically marked as attended overnight. However, if the student wasn’t logged in in the first place, this can be a faster option compared to quick visits.
-<br>
+Batch Scan allows you to create visits for many students at once based on a list of identifiers. ID, Email, Barcode, etc. For example, if you were recording attendance in a spreadsheet, you could copy your identifier column into "scanned data" to quickly create those visits in TracCloud.<br>
-[[File:1323930.png|800px]]
+[[File:4243278.png|800px]]<br><br>
+* <b>Skip Duplicates</b>
+::If checked, duplicate visits will not be created for students, even if they're present more than once in the list.<br><br>
+* <b>Scan Type</b>
+::Use this to specify what the data you're scanning refers to. ID, barcode, etc.<br><br>
+The Student Listing also has the ability to export a list of student IDs (see the 'Selected' menu under the hamburger icon {{#fas:bars}}). Using this, you can easily search for and copy your list of students, and paste that list here to create visits for all of them at once.
+</div>
 <hr>
+<!-- TODO: Add "Save and new" stuff to quick visits, plus these extra categories, add batch scan details for copy IDs, add batch code stuff. -->
+<!-- The visit information we've entered at the top of the page, where you’ll also see a Batch Code option. Scanning the provided Batch QR Code will bring staff or students to an ID entry screen, where students can log themselves in or staff can enter student IDs as needed, with the visit information being automatically recorded. -->
+<!-------------------------------------------- APPOINTMENTS -------------------------------------------->
+<!-- <div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Attended Appointments</b> / Automation</big></div><div class="mw-collapsible mw-collapsed"><br><br> -->
+<!--You can create a visit record by simply marking an existing appointment as “Attended.” If a student logs in for a visit during the appointment time, the appointment will be automatically marked as attended overnight. However, if the student wasn’t logged in in the first place, this can be a faster option compared to quick visits.-->
+<!--[[File:1323930.png|800px]]-->
+<!--</div>-->
+<!--<hr>-->
+<!--<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b></b> / Online</big></div><div class="mw-collapsible mw-collapsed"><br><br>-->
 |}
 [[Category:TracCloud]]

TracCloud: Recording Visits: Difference between revisions

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Revision as of 15:58, 28 April 2023

Getting Started / Basics